User Guide Comprehensive guide to the Port of ... - Felixstowe VBS

portoffelixstowe.co.uk

User Guide Comprehensive guide to the Port of ... - Felixstowe VBS

VBSUser GuideMarch 20141


1 IntroductionVBS was introduced in 2007 in an effort to manage the arrival patterns of the haulageindustry, control peak time congestion and offer a more consistent level of service.In addition by linking VBS to Port community systems it has been possible to assisthauliers arriving to collect or deliver containers at the Port of Felixstowe by ensuring thatthey have the correct information for their job allowing a ‘right first time’ transaction whenthey arrive at the terminal gates.This manual has been designed as a practical guide for users of the Vehicle BookingSystem (VBS).Index1 Introduction.............................................................................................................................. 22 Logging on .............................................................................................................................. 32.1 To enter VBS application from VBS home page .......................................... 32.2 If you have lost or forgotten your password.................................................. 43 Main menu............................................................................................................................... 54 Create a Booking.................................................................................................................... 64.1 Making a booking ......................................................................................... 84.2 Mandatory containers.................................................................................. 134.3 Load and Go. .............................................................................................. 145 View Booking Details .......................................................................................................... 176 Move Booking Appointment................................................................................................. 217 Modify Booking Containers ................................................................................................. 248 Return a Booking to the Exchange..................................................................................... 279 Invoices and Charges. ......................................................................................................... 299.1 Viewing an invoice....................................................................................... 3310 Appointment Availability. .................................................................................................. 3511 Booking Manager................................................................................................................ 3612 Container Clipboard Manager .......................................................................................... 3812.1 Using the Clipboard to make a booking................................................................ 4013 Your Profile.......................................................................................................................... 4213.1 To change Contact Details ................................................................................... 4213.2 To change Message Details.................................................................................. 4314 Change Password .............................................................................................................. 4415 Messages.............................................................................................................................. 4516 Glossary of Terms ............................................................................................................... 472


2 Logging onTo access the system log on to the VBS homepage viahttp://www.portoffelixstowe.co.uk/vbs/2.1 To enter VBS application from VBS home pageClick ‘VBS Application’ to LoginClick Login3


Enter User NameEnter PasswordA user name and password are required.2.2 If you have lost or forgotten your passwordClick Lost or Forgotten PasswordEnter your User NameClick the Submit button4


1. Click the Lost or Forgotten Password button.2. Enter your User Name and click the submit button.3. A new password will e-mailed to you from the VBS administratorHints and notes.• Copy and paste the new password from the email to the logon screen.• Change the password to something easier to remember using the Change Passwordoption on the main menu.• A new password may also be requested from the Login screen.3 Main menuClick one of these optionsThe following options are available from the main menu.• Create a Booking.• View Booking Details.• Move Booking Appointment.• Modify Booking Containers.• Return a Booking to the Exchange.• Invoices and Charges• Appointment Availability.• Booking Manager.• Container Clipboard Manager.• Your Profile.• Change Password.• Messages.5


4 Create a BookingFrom the main menu screen click on Create a Booking.Click Create a Booking6


1.Collectionscontainerstobe collected.2.Deliveriescontainersto bedelivered.3.Clipboard-holdspreviously preparedinformation.1. Collections. Enter a valid import container and the relevant release information (PINnumber or Vehicle registration).The Load & Go option allows hauliers to create a booking for import containers that arenot yet landed.Notes: Unless the container is a load and go collection the container must be landed,cleared by customs, free of all holds and the entered release details correct before thebooking can be made.The maximum combination of containers must not exceed trailer length.2. Deliveries. Enter an export container which has been pre-entered into Destin8.Notes: The Seal Number field is mandatory.If the DESTIN8 pre entry states that the container is empty the Empty field must beticked before a booking can be made.If the container is empty and unsealed “EMPTY” should be entered.If the container loaded but the seal details are not known “UNKNOWN” should beentered.The maximum combination of containers must not exceed trailer length.7


3. Clipboard. The clipboard facility allows the user to select deliveries/collection from aprepared worksheet.4.1 Making a bookingEnter containers to bedelivered and seal details.Note: The Empty box mustbe ticked if the pre entrystates the container isempty.Enter containers to becollected and release details.Note: Load & Go (not landed)collections will not be addedto the booking unless theLoad & Go box is ticked.Click CreateBooking toproceed.Enter containers to be delivered, seal numbers and confirm empty status.Enter containers to be collected, valid PIN/VRN details and select Load & Go (ifapplicable).See section 4.3 for further details about how to use Load and Go.Click Create booking.The Available appointments screen is returned.The Terminal must be selected before the available appointments are displayed.8


Select the appropriateTerminal from the dropdown menu.9


Denotes peak periodchargeable bookings.Click CreateBookingSelect an appropriate appointment and click Create Booking.See section 10 Appointment Availability.All the containers on the intended booking must pass validation before the booking canbe made.10


If delivery and collection details pass validation a booking will be made and the followingscreen returned.[Type a quote from the document or the summary of an interesting point. You can position the textbox anywhere in the document. Use the Drawing Tools tab to change the formatting of the pull quotetext box.]Click to return to Main MenuClick to return to Main MenuAll the containers on the intended booking must pass validation before the booking canbe made.11


If any of the containers fail validation the following screen will be returned.Click to CancelClick to go Back toamend booking details12


4.2 Mandatory containers.Booking periods where container details are mandatory are identified by a containersymbol . You will not be able to create a booking in these periods unless you havepreviously entered container details.13


4.3 Load and Go.The Load and Go option allows import containers that have not yet been discharged tobe collected overnight providing certain key criteria have been met.Load and go associates import containers that have yet to be discharged to an existingbooking. The containers are added to the booking upon discharge providing thecontainers are landed within the time period covered by the booking, the containers arecleared for collection and released.To create a Load and Go from the Create a Booking screen simply tick the Load & Gobox as below.Enter container number, releasedetails and tick the Load & Gooption.Click to Create14


Select the Terminal, day and a suitable appointment time. This is the same process ascreating a regular (non Load & Go) bookings.Select Terminal, day andappointment time.Click Create Booking15


Booking details are returned.Identifying Load & Go containers from the booking manager screen.Click to return to MainMenuLoad and Go indicator/icon16


When a booking has load and go containers associated with it an “L” is added to thestatus icon displayed on the booking manager screen.If the load and go is the only container associated with the booking the following icon isreturned.If other, non load and go, containers have been made against the booking the followingicon is returned .When the container is discharged and added to the booking and the “L” is removed fromthe status icon. Providing the booking is valid (in time), the release details correct andthe container is clear for collection it can now be picked up as per a normal collection.5 View Booking DetailsFrom the main menu screen click on View Booking Details.Click View Booking Details17


Enter Booking Number hereClick ContinueDifferent screens are returned depending on the state of the booking some commonexamples are illustrated on the following pages.Click to return to Main MenuThe above screen gives details of a valid booking and allows the user to move thebooking to the exchange, move the appointment time (within predefined parameters)and to modify container details.18


Click to return to BookingManagerAs Booked confirms ingateThis screen shows details of the same booking during the ingate process.Notes: The facility to change booking details has now been removed.The Arrived time is the time the booking becomes “live” at the ingate.Ingate status “As Booked” confirms the containers have been ingatedas per the booking.Ingate status “Not Set” is returned if the containers on the booking are not applied for atthe ingate (if the driver chooses not to collect/deliver them “Removed” status is applied).19


Click to return toBooking ManagerAs Booked confirmsoutgateOutgate departuretimeThis screen shows the same booking after the outgate process has been completed.Notes: The facility to change booking details has now been removed.The Departed time displayed is the time the vehicle leaves the outgate or, in the case ofdeliveries only, the last container is lifted off the vehicle.Outgate status “As Booked” confirms the containers have been outgated as per thebooking.Outgate status “Not Set” is returned if the containers on the booking are not applied forat the ingate and “Removed” if the collection/delivery is cancelled after ingate.20


6 Move Booking AppointmentFrom the main menu screen click on Move Booking Appointment.Click Move Booking AppointmentEnter a valid current Booking NumberClick Continue21


Click Move AppointmentIf a valid Booking number is entered the above screen is returned showing details of thebooking and the range of time the booking can be moved between (the tether period).A booking can be moved up until the start of the booking hour. Once the bookingstart time commences, the haulier must use the booking or return it to the exchange.22


Select new appointment timeClick Save ChangesSelect a suitable appointment within the tether period and click on Save Changes.23


Click to return to Main MenuThe new booking details will be displayed as per the view booking details screen.7 Modify Booking ContainersOnce a booking has been created the user has the ability modify the container details,this can be at any time before the Haulier is Ingated.Bookings that are amended within the Late Notification Period will are exempt from theservice level agreements.From the Main menu the User selects the ModifyBooking Containers option.24


Enter Booking number and clickContinueCheck booking details and clickModify Containers25


Enter new container details andclick save changes.NB Import, Export and Load & Go containers can also be added or removed.26


Booking details screen displayed once changes have been made.8 Return a Booking to the ExchangeOnce created a booking cannot be deleted, it can be moved within the tether period,modified, or returned to the exchange. The only exception to this rule is when a FAP(Flexible Arrival Period) is applied.The exchange holds the booking until it is used by another haulier or the appointmenttime expires. If the booking is not used before the appointment time expires a “No Show”charge will be flagged against the booking.Enter Booking NumberClick Continue27


Click Return to ExchangeA screen confirming the booking has been returned to the exchange is returned.28


9 Invoices and Charges.Invoices and Charges allows the user to view details and download invoices in PDFformat.Click on Invoices and ChargesA summary of charges, the days they occurred and type of charge will be displayed i.e.No Show, Guaranteed or Peak charge.Click on Month to view charges29


Columns show amount of bookingscharged for No Shows, Guaranteedand Peak bookings.Click on a day to view furtherdetails.30


Time periods when the charges were incurred are displayed. Click on a time period toview further details.Click on a time period to viewfurther details.Click to view Guaranteed bookingcharges.Click to view peak booking charges.31


Charge information for the period will be displayed.Click on the Booking ID to view further details.Booking details are displayed.32


9.1 Viewing an invoice.To view an invoice click on the Invoice reference number.Click on the Invoice reference number.You will be asked to Open, Save or Cancel the Invoice file. Click open.Click Open to view the invoice.33


The invoice will be opened in a separate window.34


10 Appointment Availability.This is intended for users who wish to make bookings outside of the ContainerMandatory Time where associated container details are not required. Appointmentavailability can be checked, two/three days in advance, (depending on the templateavailability) for both Trinity Terminal and Berths 8&9.If no appointments are available within the hour the radial button to the left of the timeperiod will disappear.The booking time can only be selected once the terminal has been selected, the radialbuttons will then appear.Select terminal from drop downmenu.Select Regular or Guaranteedbooking.Select day of booking.Select booking time.Key:1. When the booking times are highlighted in Red then the Port has set a Flexible ArrivalPeriod when normal operations have been affected.2. Booking times highlighted in Blue indicate the Late Notification Period, Bookingsmade in the late notification period will be exempt from the service Level agreement.3. Out of hour’s bookings are subject to contractual agreement with individual ShippingLines or Hauliers these will be highlighted in Green.4. Bookings within the chargeable peak period are indicated in Yellow.35


11 Booking ManagerThe booking manager displays the details of the Users bookings. Search criteria can betailored to the individual operators needs.Default view of Booking Manager.The user is able to Move or return a Regular booking to the exchange from this screenand amend container details.36


Bookings can be sorted/filtered using these options.Guaranteed bookings are highlighted in green and do not have the option to be Movedor returned to the Exchanged, the container details can be amended.The User is able to choose which Terminal they view allowing two or more Users withthe same Login to have a different view.37


The User can also select the time frame their wish to view.12 Container Clipboard ManagerThe Container Clipboard Manager allows the user to enter any number ofcollections/deliveries into a virtual clipboard for later use.Enter deliveries/collections andrelease details hereEnter container number followed by comma (,) and COL for a collection and DEL for adelivery.To enter the PIN or registration number to which an import collection is released enteran additional comma (,) and then the PIN or VRN number. The seal number may also beentered for export containers following the same procedure.38


Examples for comma separated entries are :-For an import collection:- ABCD1234567,COL,123456For an export delivery:- ABCD2345678,DEL,XXXX123456Click Add to ClipboardClick Add to Clipboard to create entries.Click in box to select containerClick RemoveContainer details are now available for use from the Clipboard.To remove individual containers from Clipboard click the box to the left of the containerand click remove.To remove all containers from the Clipboard click the box to the left of Container at thehead of the clipboard, all containers on the Clipboard should now be highlighted andthen click Remove.Note: The PIN/registration details have now been encrypted.39


12.1 Using the Clipboard to make a bookingClick in box to selectcontainerClick Collection buttonClick Delivery buttonSelect the container to be added to the booking from the Clipboard.Click on the Collection or Delivery button on the bottom of the Clipboard, the containerand any associated details entered on the Clipboard will be transferred to the booking.40


Click to remove container frombooking if desiredClick to Create BookingImport collection transferred from the Clipboard to thebooking.Export delivery transferred fromthe Clipboard to the booking.Click to Create Booking41


13 Your ProfileYour profile allows the user to alter Contact Details and message settings, To alter oramend details, click Modify.13.1 To change Contact DetailsClick Modify to change profile settingsOvertype existing contact details and click the Update button on the bottom right handside to confirm.Change Contact DetailsClick UpdateNOTE: Please note that it is your responsibility to update all contact details.NOTE: Without a Remote access code, the Port is unable to assist with modifications to yourbookings.42


13.2 To change Message DetailsMessages similar to the one below are sent to users via email for the following reasons:A Booking is CreatedValidation Errors OccurContainer Details ChangeThe Booking Period ChangesThe Booking is Moved to the ExchangeA No Show OccursThe VBS Administrator Creates or Modifies a Booking.To alter messages to be received select or deselect the appropriate category within thetick box field and click the Update button on the bottom right hand side to confirm.The user will now only receive messages for the categories selected.Change message detailsClick UpdateThe VBS administratorsautomatically send out messageswhen they make alterations to yourbookings on your behalf. This optioncannot be unchecked.43


14 Change PasswordEnter CurrentPasswordEnter NewPasswordConfirm NewPasswordClick ChangePasswordTo change your password, Enter Current Password, New Password, Confirm NewPassword (same as New Password) and click on Change Password to update.The users password will now be set to that entered as the new password.44


15 Messages.Messages are received in the Message option on the Main Menu or via Email to theaddress supplied in the Your Profile option in the Main menu. There are two types ofmessage sent:1.Booking Detail Messages, giving details relating to individual bookings.2.System Messages, giving details of operational changes are i.e. weather.The types of messages received by the User can be modified via the Your Profilefunction in the Main Menu. See section 14 for details.Message summary screenBooking Detail Message.Booking Details Messages are generated every time a booking is created, modified,moved to the exchange or the appointment time changed.They are sent only to the haulier responsible for making the booking and can be viewedin detail by clicking on the message.NB A Booking created or modified by the Administrator using the remote Access Codewill have a mandatory message sent to the User.System Messages are sent to all users either automatically or by the SystemAdministrator and display VBS/Port related information to users.45


An example of a Booking Detail Message.An example of a System Message.Tick to confirm message has been read.This particular message will also be displayed before entering the Main Menu and may require a readacknowledgement before continuing to Main Menu.46


16 Glossary of TermsPIN = Personal Identification Number.VBS = Vehicle Booking System.VRN = Vehicle Registration Number.FAP = Flexible Arrival Period.Tether Period = The period of time before and after the original booking during which thebooking may be moved. Set at six hours before and six hours after.47

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